What to put on a plumbing invoice
Plumbing jobs often start as a mystery — a leak, no hot water, a slow drain — so your invoice should make clear what you found and what you did:
- Your license number, if your state or city requires it
- The service call or diagnostic fee
- Labor, with hours or a flat rate, and what the work was
- Parts and fixtures, with brand or size where it matters for warranty
- Permit fees, if a permit was needed
- Emergency or after-hours rates on their own line
- Warranty on parts and labor
Example plumbing invoice
| Line item | Qty | Rate | Amount |
|---|---|---|---|
| Service call – diagnostic | 1 | $89.00 | $89.00 |
| Labor – replace 50-gal gas water heater (3 hrs) | 3 | $115.00 | $345.00 |
| 50-gallon gas water heater, 6-year warranty | 1 | $785.00 | $785.00 |
| Fittings, flex connectors, gas valve and expansion tank | 1 | $142.50 | $142.50 |
| Permit fee (city) | 1 | $75.00 | $75.00 |
| Haul-away and disposal of old water heater | 1 | $50.00 | $50.00 |
| Total | $1,486.50 |
Flat-rate or time and materials?
Many plumbing businesses use flat-rate pricing — one price per job type, such as "replace toilet fill valve" — so the customer knows the price before you start. Others bill time and materials: hours at your rate plus parts. Both work. For flat-rate jobs, use a single line per task; for time and materials, separate labor and parts as in the example.
Emergency and after-hours calls
If you charge more for nights, weekends or holidays, tell the customer before you set off, and show it clearly — for example "After-hours surcharge (Sunday call-out)" as its own line. Customers are much less likely to dispute a surcharge they agreed to on the phone.
Bigger jobs: estimate first
For repipes, remodels and new installs, give a written estimate first. When the job's done, Convert to invoice carries everything over, and you only change what was different.
Tax notes for plumbers
If you're self-employed, your van, tools, drain cameras, licenses, insurance and continuing education are business expenses. Parts and fixtures you resell to customers are a cost of goods sold. Sales tax rules for parts and labor vary by state. Use the 1099 tax calculator to see how much of each payment to set aside.
Frequently asked questions
Should the service call fee be waived if the customer goes ahead?
That's up to you. Some plumbers credit the diagnostic fee against the repair. If you do, add it as a line and then a matching "Service call credited" line with a negative amount, so the customer sees the saving.
Do I need to put my license number on the invoice?
Many states require a license number on contracts, estimates or invoices for plumbing work. Even where it isn't required, it reassures customers.
How do I bill a job that needs a return visit?
Invoice for what you did on the first visit, or wait and send one invoice for both. If you're waiting for a part, note it on the invoice.
Can I take a card payment on site?
Yes — send the PDF while you're there and take payment with your card reader or a payment link.